Team Coordinator

1 month ago

Birmingham, United Kingdom High Speed Two (HS2) Full time

**Location: Two Snowhill, Birmingham**

**Salary Base salary: £20,900 pa to £26,100 depending on skills and experience. In addition, we offer flexible benefits fund of 10% which is paid on top base salary and is fully pensionable, as well as a range of competitive benefits - check them out in the Benefits section on our website.**

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives, and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish, and providing personal and professional development opportunities.

As a **Team Coordinator **at HS2 you will support the Rail Systems Team with the effective management of their various diaries, travel arrangements and supporting them to deliver key priorities.

**About the role**:

- Manage and co-ordinate various team members diaries of internal and external meetings, including all professional engagements and any other appointments, liaising with others as required to arrange meetings with key stakeholders to ensure effective use of time.
- Prepare briefing packs, meeting papers and all other documentation including chasing agreed actions as required for meetings to run smoothly.
- Format presentations for use in senior management meetings to create clear and high impact presentations.
- Manage and co-ordinate the Rail Systems communications activity co-ordinating team meetings and ensuring the team are well briefed on wider HS2 activity, participate in staff surveys, and manage the production of the Rail Systems staff newsletter.
- File all documentation effectively to ensure ease of access as required.
- Manage all travel and accommodation requirements effectively and within guidelines.
- Act as point of contact for all enquiries for information from the Rail Systems Team, redirecting and responding to calls, and ensuring that all other tasks are completed to a high standard as required.
- Assist in all areas of day-to-day duties through the provision of ad hoc administrative support to ensure the Rail Systems team works effectively.
- Update and maintain financial records for the Department/ team on Oracle and using local systems to ensure sound financial management.
- Manage projects as assigned through to completion.

Actively promote and embed Equality, Diversity, and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies, and procedures on EDI.

**About You**:
**Skills**:

- IT skills including the full use of MS Office suite or equivalent.
- Organisational skills, with the ability to prioritise, allocate and organise appointments and meetings.
- Able to complete support and administrative tasks to agreed deadlines and level of detail.
- Meeting management skills - prepare appropriate documentation for meetings.
- Ability to produce minutes and documents.
- Ability to take on projects from beginning to end, ensure effective management of the Directorate.
- Relationship building skills with the ability to meet and manage visitors to the Directorate and influence across a wide variety of stakeholders.
- Problem solving skills and dealing with ad-hoc issues whilst also being able to work to specific procedures or protocols.
- Communication and interpersonal skills, and ability to handle sensitive issues with discretion and diplomacy.

Knowledge:

- Knowledge of office and business management
- Knowledge of board and senior meetings processes

Types of Experience
- Experience of providing administrative and secretarial support to senior stakeholders, including managing workload and meeting agreed deadlines.
- Experience of handling sensitive and confidential information

The post-holder is expected to behave at all times in a manner consistent with the HS2 values of Safety, Leadership, Integrity, and Respect

It is expected that you will actively promote and embed Equality, Diversity, and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies, and procedures on EDI.

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